Administrative Associate V

Job Title

Administrative Associate V

Agency

West Texas A&M University

Department

Music

Proposed Minimum Salary

$16.02 hourly

Job Location

Canyon, Texas

Job Type

Staff

Job Description

The A&M System strives to maintain a competitive, high-quality benefit package to support the health and wellness needs of our workforce. This includes comprehensive health and welfare insurance plans, additional health and lifestyle programs, and optional retirement savings opportunities. Eligible employees will have access to paid leave programs in addition to 13-15 paid holidays each year. For more information regarding the benefit package go to: West Texas A&M University: Human Resources Benefits

NOTICE - All posted positions are subject to budget approval.

General Summary:

Works independently under Director of the School of Music with minimal supervision; manages administrative operations of a large academic program; establishes and assesses office practices and procedures, manages large numbers of workers in various positions; exercises discretion and independent judgment in matters of significance and areas of responsibility.

Responsibilities:

Plans and manages the general administration of the School of Music office:

• Creation, maintenance and updating office procedures manual

• Monitors compliance with procedures

• Hires, trains and supervises office workers and stage and recording crew

• Manages payroll for Athletic Pep Band (25) and Staff Accompanists (8)

• Manages and maintains inventory of supplies

• Coordinates the maintenance of office equipment

• Prepares and edits programs for concerts and recitals

• Maintains student files

• Handles mail and shipping

• Recommends and implements process revisions

• Meets with Director to suggest administrative improvements and new practices

Plans and executes the administration of School of Music activities and events (100+ per year):

• Manages 25 Live scheduling of all School of Music venues including

• • public performances
• • rehearsal room scheduling
• • special events
• • 25 Live booking requests from external users.

• Manages arrangements and billing for all external 25 Live requested events and for student recitals.

• Manages payroll for 20-25 student workers on the Stage and Recital Crew.

• Coordinates arrangements for the Harrington String Quartet performances.

• Provides on-site assistance as needed for on-campus and external events.

• Manages and arranges piano maintenance and tuning requests.

• Administers contracts for instrument maintenance.

• Oversees facilities maintenance.

Budget and Finance

• Assists Director of the School of Music with budget planning and administration.

• Administers budget for office expenses.

• Organizes and maintains financial records.

• Manages timesheets and approves payroll for Stage and Recital Crew, student office workers, Athletic Pep Band and Staff Accompanists (approximately 50 employees).

• Prepares all purchase requisitions and tracks expenditures.

• Allocates and reports Pro Card transactions.

• Manages the School of Music credit card terminal; processes deposits, allocates credit card fees to correct accounts.

• Receive, logs, and deposits payments for event admissions, student fees and purchases, Music academy tuition, donations, and other income.

Faculty and Student Travel

• Manages travel for 32 faculty members, including reminding faculty of due dates for notification of absence, preparation of travel requisitions, assisting in completion of travel vouchers, and tracking individual expenditures to budgeted allocations

• Maintains School of Music ONEcard, including booking travel, and does monthly allocations

• Assists with arrangements for student group travel

• Monitors faculty compliance with rules for international travel

• Manages travel and lodging arrangements for guest artists

• Maintains 100% compliance with timely completion of required System, University and job-specific online training courses.

• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions.  Other duties as assigned.

Necessary Qualifications:

• High School diploma.

• Five (5) years of relevant administrative experience.

• Thorough knowledge of MS Office suite, financial statements and budgets.

• Ability to multi-task, excellent communications skills.

• Ability to work cooperatively with others.

• Ability to work independently with minimal supervision.

Preferred Qualifications:

• Bachelor’s degree.

• Eight (8) years of office administration.

Applicant Instructions:

Please include the following with your application:

• Cover letter

• Resume

• Three references

Please attach all documents in the attachment box at the bottom of the “My Experience” page before continuing through the application.  Please use the “Upload” button to add each document individually. All revisions must be made prior to application submission.  If you need assistance with uploading documents, please contact WTAMU Human Resources at [email protected].

Due to budgetary reasons, West Texas A&M University will not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Texas law requires all males age 18 through 25 to be properly registered with the Selective Service System.

Equal Opportunity /Veterans/Disability Employer.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.